SYSTEM NAME:
DFAS Transportation Incentive
Program Records (February 10, 2009, 74 FR 6583)
SYSTEM LOCATION:
Defense Finance
and Accounting Service, Attn:� Support
Services, 8899 E. 56th
Street, Indianapolis, IN� 46246-0201.
Defense Finance and Accounting Service-Limestone, 27 Arkansas Road, Limestone,
ME 04751-1500.
Defense Finance and Accounting Service-TSO
Patuxent River, 22299 Exploration Park Drive, Lexington
Park, MD 20653-2051.
Defense Finance and Accounting Service-TSO Pensacola, 250 Raby Avenue,
Pensacola, FL 32509-5122.
Defense Finance and Accounting Service-Rome, 325 Brooks Road, Rome,
NY 13441-4527.
Defense Finance and Accounting Service,
DFAS-Texarkana, PO BOX 611, Texarkana, Texas, 75505-6111.
CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:
Defense
Finance and Accounting Service (DFAS) civilian employees, active duty military
and reservist on active duty for more than 30 days.
CATEGORIES OF RECORDS IN THE SYSTEM:
Name,
Social Security Number, home address and telephone number.
AUTHORITY FOR MAINTENANCE OF THE SYSTEM:
5 U.S.C. 301,
Departmental Regulations; 5 U.S.C. 7905, Programs to Encourage Commuting by
Means other than Single-Occupancy Motor Vehicles; E.O. 12191, Federal Facility
Ride Sharing Program; E.O. 13150, Federal Workforce Transportation and E.O.
9397 (SSN).
PURPOSE(S):
In support of the DFAS
Transportation Incentive Program for receipt and processing of employee
applications and distribution of the fare media; to reimburse participants; to
track the use of funds used to support the program; to evaluate employee
participation in the program and to prevent misuse of the funds involved for
participants outside the National Capitol Region (NCR). Participant records may
be used by the DFAS site parking authorities for the purpose of identifying
those individuals who receive a fare subsidy and also make use of a DFAS site
parking sticker.�
ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:
In addition to
those disclosures generally permitted under 5 U.S.C. 552a(b)
of the Privacy Act, these records or information contained therein may
specifically be disclosed outside the DoD as a routine use pursuant to 5 U.S.C.
552a(b)(3) as follows:
To U.S.
Department of Transportation for the purposes of administering the Public
Transportation Benefit Program and/or verifying the eligibility of individuals
to receive a fare subsidy pursuant to transportation benefit program operated
by the DoD or other Federal agencies.
The DoD �Blanket
Routine Uses� set forth at the beginning of the DFAS compilation of systems of
records notices apply to this system of records.
POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:
STORAGE:
Records are stored on paper forms and on electronic storage
media.
RETRIEVABILITY:
Name
and last 4 digits of the Social Security Number (SSN).
SAFEGUARDS:
Records are stored
in an office building protected by guards, controlled screening, use of visitor
registers, electronic access, and or locks. Access to records is limited to
individuals who are properly screened and cleared on a need to know basis in
the performance of their duties. User IDs and passwords are used to control
access to the system data, and procedures are in place to deter and detect
browsing and unauthorized access.
RETENTION AND DISPOSAL:
Documents
relating to the disbursement of transportation subsidies to employees,
including applications of employees no longer in the program, superseded
applications, certification logs, vouchers, spreadsheets, and other forms used
to document the disbursement of subsidies are destroyed when 3 years old.� Documents relating to cash reimbursements for
transportation expenses associated with transit passes or vanpools,
specifically Standard Form (SF) 1164, entitled �Claim for Reimbursement for
Expenditures on Official Business� are destroyed 6
years and 3 months after period covered by account.
SYSTEM MANAGER(S) AND ADDRESS:
Defense Finance
and Accounting Service, Transportation Incentive Program (TIP) Manager, Defense
Finance and Accounting Service, Attn:�
Support Services, 8899 E.
56th Street, Indianapolis,
IN� 46249-0201.
NOTIFICATION PROCEDURE:
Individuals seeking to determine whether information about themselves is contained in this record system should address
written inquiries to the Defense Finance and Accounting Service, Freedom of
Information/Privacy Act Program Manager, Corporate Communications
and Legislative Liaison, 8899
E. 56th Street, Indianapolis,
IN 46249-0150.
Individuals should furnish full name, Social Security Number (SSN),
current address and telephone number.
RECORD ACCESS PROCEDURES:
Individuals seeking access to information about themselves
contained in this system should address written inquiries to Defense Finance
and Accounting Service, Freedom of Information/Privacy Act Program Manager,
Corporate Communications and Legislative Liaison, 8899 E. 56th Street, Indianapolis,
IN 46249-0150.
Individuals should furnish full name, Social Security Number (SSN),
current address and telephone number.
CONTESTING RECORD PROCEDURES:
The DFAS rules for accessing records, for contesting contents and
appealing initial agency determinations are published in DFAS Regulation
5400.11-R; 32 CFR part 324; or may be obtained from Defense Finance and
Accounting Service, Freedom of Information/Privacy Act Program Manager,
Corporate Communications and Legislative Liaison, 8899 E. 56th
Street, Indianapolis, IN 46249-0150.
RECORD SOURCE CATEGORIES:
From
the individual.
EXEMPTIONS CLAIMED FOR THE SYSTEM:
None.
FEDERAL REGISTER HISTORY: